LC Email System

Have the ability to have a profile picture when we send an email to make it stand out while using ghl as our inbox.

❌ The Glaring Problem: HighLevel allows multiple SMTP servers at the sub-account level, but only one can be set as the default for outbound emails. This creates major limitations for companies where users each have their own email - which is 99.99% of companies - and is near enough completely redundant. If a company has 100 employees (e.g. charlie@, rebekah@, joanne@) and several shared addresses (e.g. info@, billing@, sales@), all emails must be sent through one default SMTP or dedicated domain. If the default SMTP is charlie@, why would Rebekah send through it? If it’s info@, why would Charlie email the lead he's just spoken to on the phone through it? Yes, we have dedicated domains. Dedicated domains are great for mass campaigns to protect the root domain’s sender rep - but terrible for personal outreach, and they almost always end up in spam. If it’s a dedicated domain for bulk - why would Joanne send a 1:1 sales email that NEEDS to land, FROM HER, through it? For SDRs or anyone doing 1:1, emails need to come from the actual user’s address to ensure deliverability, and appear professional and trustworthy. SMTP is the only reliable option for this - but we can only use one SMTP across 100 employees... Why?! ✅ Suggested Solution: Allow each user to connect their own SMTP/email service. Emails sent from that user should automatically route through their configured SMTP provider, offering full control and accountability - with the option to override if needed. If no match is found, the system should fall back to the company’s default SMTP, or default sub-account email address through their dedicated sending domain. Additionally, allow admins to assign access to specific shared addresses (e.g. sales@, support@) to certain users or teams. For example, sales team members could be granted access to send and receive from sales@ - without exposing it to the rest of the company. This would solve so many issues with the current, deeply flawed email service. Having one SMTP per sub-account makes zero sense when every user has their own inbox, and using a dedicated domain for 1:1 SDR emails is deliverability and conversion suicide.

At this time, cold inbound email is delivered to the "universal inbox" only if addressed to the Default Dedicated Domain. If someone replies to an email sent from a Dedicated Sending Domain it is delivered to the Conversations tab. But if they save that email address to their contact list and write a new email using the address in their list the resulting email will be lost, it will not be delivered. This has a predictable lost revenue potential where people who reach out later (rather than replying to email marketing immediately) are lost to the CRM/automations/nurturing. Certainly if the email is forwarded from our Contact to another email address or a friend and a cold email is sent to us from that other address we will not receive the message. Our nurturing campaign worked, but we failed to capitalize on the opportunity. In my set up (see graphic) any email sent to {{addressee}} @ email.thebaldguymarketing.com will not be delivered while emails addressed to {{addressee}} @ thebaldguymarketing.com will arrive in the Conversations view. I would like to take advantage of the options provided by having separate Workflow, One-One, Campaign, and Bulk domains. We could have four different Dedicated Sending Domains if we could be sure that emails addressed to any of them would be delivered to Conversations. What is the point of having multiple Dedicated Sending Domain options if any cold inbound emails will be lost in cyperspace? The way it is now we should have only one (the burner for cold outbound bulk email) and keep all other email on the Default Dedicated Domain. The behavior I would like to see: any email addressed to anyone at any dedicated sending domain established with correct MX and TXT records (DMARC & SPF) for that subaccount/location should be delivered to the inbox.

I have clients that ONLY use LC Email for email service, I'd like to be able to create a trigger or feature in the user profile that IF an incoming email is sent "To:" them (if not assigned) gets assigned to them.

Currently when you can only have a single email service set up per account. This makes it hard for splitting transactional email addresses from marketing email addresses. For example, in my case, I have sub-domains for different email purposes using MailGun. What complicates this even further is that if my client decides that they don't want to receive newsletter or marketing material and unsubscribe, they won't receive any Transaction Emails from me anymore. I do believe that is it best practice to separate your emails between the main domain (for transactional) and the sub-domains (for marketing or newsletters) Although there are some complicated ways around this, it makes it harder for my clients to achieve this outcome. I do understand that there are a lot of rules and regulations when it comes to emails regarding the structure and laws to protect people from spam, that I still don't fully understand. But I would like to suggest the following if it complies: Multiple email services are added with their own DND settings, or at least 2 Email Services with their own DND settings, from which one can be transactional emails for instance, and another for marketing emails. If I client does not want to receive marketing emails I should still be able to send them, for example, an invoice, because the email service being used for transactional emails does not have DND active. And then if they were subscribed to a mailing list but do not want the marketing emails anymore and unsubscribe, the DND settings are active on the email services being used for marketing, so I can then still send them, for example, an invoice because my main transactional email services DND settings are not active.

I’ve already set up the dedicated domain, but the email used for sending emails is unable to receive replies, and those responses don’t appear under the conversation tab. And with the new Domain resell feature, this is a must. We don't have dedicated inbox for our main domains and official email adresses.

Provide delivery and spam rate based on the ESP

From Instantly: "The warmup functionality mimics human conversations between email accounts. But in this case, your ‘friends’ are other Instantly.ai users that have also enabled the warmup feature. You can be sure that all of them will open your email and a high percentage will write you back with a ‘thoughtful’ and positive sentiment. ​ The emails written by the Instantly AI algorithm signal to Google, Outlook, and others ESPs that your email account and sending domain is relevant and legitimate. This increases the likelihood that the messages that are sent to the cold leads in your outreach campaigns will also actually land in their inbox and subsequently be opened and replied to. ​ The bottom line is that the warmup will improve the deliverability of your cold email accounts by mimicking human conversations in the Instantly.ai user pool. When you connect a sending account to Instantly, warming up the accounts also warms up your SMTP sending server and IMAP servers as well. On top of the deliverability benefits, your outreach email accounts will also stay alive for longer and the likelihood of you ‘burning’ through an account is significantly lower. Think of it as you emailing back and forth with your friends - on autopilot." https://help.instantly.ai/en/articles/5975329-how-warm-up-works-and-why-it-s-important

I would like you to have this feature on highlevel to allow users to select a sending domain for each worflow. Sometimes client has multiple website and funnel domain. If we create workflow and email sequence we might need a different reply email address for each domain. You can just add a limitation of the active sending domain maybe at least 3 or 5, so users will not be abuse this feature.

It would be great to know what percentage of our emails ended up in a Spam or Promotions. My understanding is that Delivered just means that an email made its way into one of a recipients inboxes. Unspam https://unspam.email/ has a deliverability test which will tells you what inboxes your email is landing in.